Project coordinator

The Project Coordinator is responsible for sourcing, engaging, and coordinating artists across studio projects. The role focuses on building long-term relationships with artists, assembling suitable project teams, monitoring studio-wide workload, and optimizing resource allocation to ensure projects are staffed efficiently.
The Project Coordinator works closely with Project Managers and the Art Director to ensure the right artists are available at the right time.

Key Responsibilities

Artist Sourcing & Relationship Management
Identify, evaluate, and engage new artists based on studio needs and upcoming projects.
Maintain and develop the existing talent pool, building long-term relationships with artists regardless of their current workload with the studio.
Stay in regular contact with artists, track their external commitments and availability, and keep them engaged with future opportunities.
Build strong working relationships that support timely responses and reliable collaboration.

Team Assembly & Resource Planning
Review project requirements received from the Project Manager and determine the required artist profiles and team size.
Select artists based on skills, experience, portfolio quality, availability, and current workload.
Coordinate portfolio reviews and artistic approval with the Art Director when necessary.
Monitor artist assignments and overall studio capacity across active projects.
Adjust team composition and reallocate resources in response to schedule changes, project holds, additional scope, or shifting priorities.
Optimize resource utilization while minimizing unnecessary costs.

Coordination & Communication
Work closely with Project Managers to align team composition with project priorities and timelines.
Ensure artists are informed, available, and ready to start when needed.
Provide updates on team assembly, artist availability, and resource readiness upon request.
Escalate resource conflicts or changes that may affect committed deadlines, budgets, or project delivery.

Key Skills & Competencies
Strong organizational and planning skills.
Excellent communication and relationship-building abilities.
Proactive approach to artist sourcing and network development.
Ability to manage multiple projects and competing priorities.
Strong problem-solving skills and adaptability in a changing environment.
Ability to assess artist skills and match talent to project requirements.
Understanding of resource planning and workload optimization.
Good command of English.

Experience Requirements
Experience in project coordination, resource management, recruitment, talent management, or a similar role.
Experience working with freelancers or external creative teams is an advantage.
Familiarity with architectural visualization, 3D production, or a related creative industry is highly desirable.

Expected Outcomes
A reliable and engaged network of artists with the right skills for studio projects.
Efficient team assembly based on project needs, availability, and workload.
Clear visibility of artist assignments and overall resource capacity.
Flexible resource allocation that responds to changing project requirements.
Strong collaboration with Project Managers and the Art Director, supporting efficient project execution and cost management.